HomeMy WebLinkAboutGrantREV May2025 Page 1 of 15
INTERAGENCY AGREEMENT
BETWEEN
WASHINGTON STATE ADMINISTRATIVE OFFICE OF THE COURTS
AGREEMENT # IAA26XXX
AND
FOR
THERAPEUTIC COURTS
1. PARTIES TO THE AGREEMENT
This Interagency Agreement is made and entered into by and between the State of
Washington acting by and through the Washington State Administrative Office of the
Courts, hereinafter referred to as “AOC or Procuring Agency,” and
Okanogan County Therapeutic Court , referred to as “Court or Agency”.
2. PURPOSE
The purpose of this Agreement is to provide reimbursements to Courts for assisting
with costs related to Therapeutic Courts.
THEREFORE, IT IS MUTUALLY AGREED THAT:
3. STATEMENT OF WORK
The Court shall:
a. Use funding to identify individuals before their Therapeutic Court, as defined by
RCW 2.30.030, with behavioral health needs outlined in their application and
engage those individuals with community-based therapeutic interventions within
the Therapeutic Court’s jurisdiction in accordance with the Court’s funding
application. Funds will be allocated using budget line items with the following
categories: Personnel Costs, Staff Equipment & Technology, Team
Training/Travel, Treatment Services and Recovery Supports.
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b. Submit reports to CLJ Therapeutic Court Program, following the following
guidelines:
i. Content of reports shall include:
Document the progress of their Therapeutic Court Program.
Identify the number of program participants (therapeutic court referrals,
entries, opt in agreements, active participants, terminations and
graduations).
The services provided to program participants for the corresponding
quarter.
Challenges faced by the Court in operating their Therapeutic Court
Program during the corresponding quarter.
Any questions CLJ Therapeutic Court staff include in the reporting portal
ii. Reporting Schedule, reports shall be submitted quarterly observing the
information provided below:
Period Quarter Report Due
07/01/25-09/30/25 1 10/15/25
10/01/25-12/31/25 2 01/15/26
01/01/26-03/31/26 3 04/15/26
04/01/26-06/30/26 4 7/15/26 (final report for the year)
* Failure to submit a report by the due date will adversely affect the
Court’s eligibility for future funding.
iii. Reporting shall be done in reporting portal, which will be provided via email
prior to the quarterly report due date to Court by AOC Program Manager via
email.
c. Submit questions related to deliverables or the required applicability to Court to
your CLJ Therapeutic Court Contract Manager via email.
d. Other deliverables shall be required applicable to a specific Therapeutic Court may
include the following:
i. Planning:
x Therapeutic Court staff shall complete applicable Best Practice
Standards modules on-line courses/E-learning at
https://allrise.org/trainings/online-courses/
x Identify Target Population (e.g. eligibility and exclusion criteria, utilize
valid Risk-Needs-Responsivity tool – RNR).
x Identify Team Roles and Responsibilities (judge, prosecutor, defense,
coordinator, case manager, etc.).
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x Equity and inclusion (e.g. staff training, equity monitoring, equitable
treatment, equitable incentives, and sanctions).
ii. Implementation
x Develop guidelines, policies and procedures for therapeutic court
structure, including drug testing practices, incentive and response
policies, phase structure, and handbooks.
x Hold community partner meetings (prosecution, defense, treatment, law
enforcement, probation, etc.).
x Create Memorandum of Understanding (MOU’s) with stakeholders.
iii. Scale and Sustain
x Begin evaluation of data to assess successes and areas of need by
completing the Washington Therapeutic Court Evaluation and Review
(WATER) on an annual basis, according to the period of performance of
this award (Refer to section III of the agreement). Process
review/evaluation (after WATER).
x Employ continuous quality improvement methods to refine the model,
updating model and adopted guidelines, policies and procedures as
required, and as it relates to Best Practice standards.
x Develop system to track and evaluate performance of therapeutic court
programming.
iv. Other
x Engage in technical assistance with the CLJ Therapeutic Courts team.
x Attend regular meetings with the Administrative Office of the Court CLJ
Therapeutic Courts team.
x Attend trainings identified and/or provided by the CLJ Therapeutic
Courts team.
4. PERIOD OF PERFORMANCE
Subject to its other provisions, the period of performance of this Agreement shall
commence on July 1, 2025, and end on June 30, 2026, unless terminated sooner or
extended, as provided herein.
5. COMPENSATION
The amount awarded may not exceed $100,000.00 for payments made during the
period from July 1, 2025, through June 30, 2026, related to the purpose of this
agreement.
The Court shall use these funds in the following cost categories:
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Cost Category Amount
Personnel Costs
Staff Equipment & Technology
Team Training/Travel
Treatment Services
Recovery supports
Total Amount
Ten percent (10%) or less of these funds can be moved from one category to another
without exceeding the total amount of the funds provided. Any adjustments beyond
10% require written approval of AOC CLJ Therapeutic Court Contract Manager. This
can be an authorization provided by email.
A list of allowable and unallowable expenses is provided to Court within attachment A
of this agreement and should be referenced for adequate use of funds.
Procuring Agency may extend the term of this Contract or increase funds by mutual
written amendment. Such amendment shall be on the same terms and conditions as
set forth in this Contract.
6. REVENUE SHARING
a. The AOC will notify the Court no later than May 1, 2026 via unilateral
amendment to the agreement that the AOC intends to redistribute funding
among the courts participating in the program, pursuant to the program’s
appropriation language. The AOC may increase the total value of the
Agreement if additional funds are available or reduce the Agreement amount
based on actual expenses incurred by the Court through submitted Invoices
and supporting documentation.
b. The Court must submit the final program Invoice to the AOC CLJ TC
Therapeutic Court Contract Manager no later than July 12, 2026. The revenue
sharing process must be completed by August 1, 2026.
7. INVOICES; BILLING; PAYMENT
The Agency will submit properly prepared itemized invoices via email on an A19 form
addressed to AOC Program Manager at
CLJTherapeuticCourtsApplications@courts.wa.gov. Invoices shall be submitted no
more than once a month. Incorrect or incomplete A19s shall be returned by AOC to
the Agency for correction or reissuance. All A19s shall provide and itemize, at a
minimum, the following:
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x Agreement Number:
x Agency name, address and phone number
x Description of Reimbursement
x Date(s) Services were provided
x Receipt(s) if applicable
x Total Reimbursement
Payment will be considered timely if made by the AOC within thirty (30) calendar
dates of receipt of a properly prepared A19. No A19 shall be submitted until after a
deliverable has been accepted by the AOC CLJ Therapeutic Court Contract
Manager.
The AOC will not make any advanced payments or payments in anticipation of
services or supplies under this Contract.
8. AGREEMENT MANAGEMENT
The CLJ Therapeutic Court Contract Manager and Agency Program Manager noted
below shall be responsible for and shall be the contact people for all communications
and billings regarding the performance of this Contract. The parties may change
administrators by written notice.
AOC Program Manager Agency Program Manager
Leah Niccolocci
PO Box 41170
Olympia, WA 98504-1170
Leah.Niccolocci@courts.wa.gov
9. RECORDS, DOCUMENTS, AND REPORTS
a. Records Retention. The Agency shall maintain books, records, documents and
other evidence of accounting procedures and practices which sufficiently and
properly reflect all direct and indirect costs of any nature expended in the
performance of this contract. These records shall be subject at all reasonable times
to inspection, review, or audit by personnel duly authorized by the AOC, the Office
of the State Auditor, and federal officials so authorized by law, rule, regulation, or
contract. The agency will retain all books, records, documents, and other material
relevant to this contract as required, a minimum of six (6) years after end of period
of performance (including all amendments to extend) or termination of the
agreement or as otherwise specified and make them available for inspection by
persons authorized under this provision. If any litigation, claim, or audit is
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commenced prior to the expiration of the required retention period, such period
shall extend until all such litigation, claims, or audits have been resolved.
b. Public Records. It is the policy of the Administrative Office of the Courts to facilitate
access to its administrative public records. This Agreement and related records
are subject to disclosure under General Court Rule 31.1. For additional
information, please contact the AOC Public Records Officer.
10. RIGHTS IN DATA
Unless otherwise provided, data which originates from this Agreement shall be "works
for hire" as defined by the U.S. Copyright Act of 1976 and shall be owned by the AOC.
Data shall include, but not be limited to, reports, documents, pamphlets,
advertisements, books magazines, surveys, studies, computer programs, films,
tapes, and/or sound reproductions. Ownership includes the right to copyright, patent,
register, and the ability to transfer these rights.
11. RESPONSIBILITY OF THE PARTIES
Each party to this Agreement assumes responsibility for claims and/or damages to
persons and/or property resulting from any act or omission on the part of itself, its
employees, or its agents. Neither party assumes any responsibility to the other party
for any third-party claims.
12. DISPUTE RESOLUTION
To the extent practicable, the Parties shall use their best, good faith efforts
cooperatively and collaboratively to resolve any dispute that may arise in connection
with this Agreement as efficiently as practicable, and at the lowest possible level with
authority to resolve such dispute. The Parties shall make a good faith effort to
continue without delay to carry out their respective responsibilities under this
Agreement while attempting to resolve any such dispute. If, however, a dispute
persists and cannot reasonably be resolved, it may be escalated within each
organization. In such circumstance, upon notice by either party, each party, within
five (5) business days shall reduce its description of the dispute to writing and deliver
it to the other party. The receiving party then shall have three (3) business days to
review and respond in writing. In the event the parties cannot agree on a mutual
resolution within fifteen (15) business days, the parties shall appoint a member of a
dispute resolution board within Thurston County and those two appointed members
will select a third. The Board shall employ dispute resolution measures and its result
is binding. Both parties agree that, the existence of a dispute notwithstanding, the
Parties will continue without delay to carry out all respective responsibilities under this
Agreement that are not affected by the dispute.
13. GENERAL PROVISIONS
a. Amendment or Modification. Except as set forth herein, this Agreement may not
be amended or modified except in writing and signed by a duly authorized
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representative of each party hereto. In revenue sharing procedures AOC will issue
a unilateral amendment.
a. Appendix. All appendices referred to herein are deemed to be incorporated in this
Agreement in their entirety.
b. Assignment. The work to be provided under this Agreement, and any claim arising
thereunder, is not assignable or delegable by either party in whole or in part,
without the express prior written consent of the other party, which consent shall
not be unreasonably withheld.
c. Authority. Each party to this Agreement, and each individual signing on behalf of
each party, hereby represents and warrants to the other that it has full power and
authority to enter into this Agreement and that its execution, delivery, and
performance of this Agreement has been fully authorized and approved, and that
no further approvals or consents are required to bind such party.
d. Captions & Headings. The captions and headings in this Agreement are for
convenience only and are not intended to, and shall not be construed to, limit,
enlarge, or affect the scope or intent of this Agreement nor the meaning of any
provisions hereof.
e. Conformance. If any provision of this Agreement violates any statute or rule of law
of the State of Washington, it is considered modified to conform to that statute or
rule of law.
f. Counterparts. This Agreement may be executed in any number of counterparts,
each of which shall be deemed an original and all of which counterparts together
shall constitute the same instrument which may be sufficiently evidenced by one
counterpart. Execution of this Agreement at different times and places by the
Parties shall not affect the validity thereof so long as all the Parties hereto execute
a counterpart of this Agreement.
g. Electronic Signatures. An electronic signature or electronic record of this
Agreement or any other ancillary agreement shall be deemed to have the same
legal effect as delivery of an original executed copy of this Agreement or such
other ancillary agreement for all purposes.
h. Entire Agreement. This Agreement constitutes the entire agreement and
understanding of the Parties with respect to the subject matter and supersedes
all prior negotiations, representations, and understandings between them. There
are no representations or understandings of any kind not set forth herein.
i. Governing Law. The validity, construction, performance, and enforcement of this
Agreement shall be governed by and construed in accordance with the laws of
the State of Washington, without regard to its choice of law principles that would
provide for the application of the laws of another jurisdiction.
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j. Independent Capacity. The employees or agents of each party who are engaged
in the performance of this Agreement shall continue to be employees or agents
of that party and shall not be considered for any purpose to be employees or
agents of the other party.
k. Jurisdiction & Venue. In the event that any action is brought to enforce any
provision of this Agreement, the parties agree to exclusive jurisdiction in Thurston
County Superior Court for the State of Washington and agree that in any such
action venue shall lie exclusively at Olympia, Washington.
l. No Agency. The parties agree that no agency, partnership, or joint venture of any
kind shall be or is intended to be created by or under this Agreement. Neither
party is an agent of the other party nor authorized to obligate it.
m. Right of Inspection. The Agency shall provide right of access to its facilities to the
AOC, or any of its officers, or to any other authorized agent or official of the State
of Washington at all reasonable times, in order to monitor and evaluate
performance, compliance, and/or quality assurance under this agreement.
n. Severability. If any provision of this Agreement or any provision of any document
incorporated by reference shall be held invalid, such invalidity shall not affect the
other provisions of this Agreement which can be given effect without the invalid
provision, if such remainder conforms to the requirements of applicable law and
the fundamental purpose of this agreement, and to this end the provisions of this
Agreement are declared to be severable.
o. Termination for Cause. If for any cause, either party does not fulfill in a timely and
proper manner its obligations under this Agreement, or if either party violates any of
these terms and conditions, the aggrieved party will give the other party written
notice of such failure or violation. The responsible party will be given the opportunity
to correct the violation or failure within 15 working days. If failure or violation is not
corrected, this Agreement may be terminated immediately by written notice of the
aggrieved party to the other.
p. Termination for Convenience. Except as otherwise provided in this Agreement,
either party may terminate this Agreement upon thirty (30) calendar days prior
written notification. Upon such termination, the parties shall be liable only for
performance rendered or costs incurred in accordance with the terms of this
Agreement prior to the effective date of such termination.
q. Termination for Non-Availability of Funds. AOC’s ability to make payments is
contingent on availability of funding. In the event funding from state, federal, or other
sources is withdrawn, reduced, or limited in any way after the effective date and prior
to completion or expiration date of this Agreement, AOC, at its sole discretion, may
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elect to terminate the Agreement, in whole or part, for convenience or to renegotiate
the Agreement subject to new funding limitations and conditions. AOC may also
elect to suspend performance of the Agreement until AOC determines the funding
insufficiency is resolved. AOC may exercise any of these options with no notification
restrictions, although AOC will make a reasonable attempt to provide notice.
In the event of termination or suspension, AOC will reimburse eligible costs incurred
by the Agency through the effective date of termination or suspension. Reimbursed
costs must be agreed to by AOC and the Agency. In no event shall AOC’s
reimbursement exceed AOC’s total responsibility under the agreement and any
amendments.
r. Suspension for Convenience. AOC may suspend this Agreement or any portion
thereof for a temporary period by providing written notice to the Agency a minimum
of seven (7) calendar days before the suspension date. Agency shall resume
performance on the first business day following the suspension period unless
another day is specified in writing by AOC prior to the expiration of the suspension
period.
s. Waiver. A failure by either party to exercise its rights under this Agreement shall
not preclude that party from subsequent exercise of such rights and shall not
constitute a waiver of any other rights under this Agreement unless stated to be
such in a writing signed by an authorized representative of the party and attached
to the original Agreement.
EXECUTED AND EFFECTIVE as of the day and date first above written.
WASHINGTON STATE ADMINISTRATIVE
OFFICE OF THE COURTS
THERAPEUTIC COURTS
________________________________
Signature Date
_______________________________
Signature Date
________________________________
Name
____________________________
Name
________________________________
Title
____________________________
Title
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Armondo Pavone
Mayor
10/13/2025
Attest:____________________________
Jason Seth, City Clerk
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ATTACHMENT A: USE OF FUNDS
FY2026 Use of Funds
Allowable Expenses
Common allowable expenses listed below.
Supporting documents are required for all
allowable expenses. See what’s required
under each spending category.
Unallowable Expenses
Funds cannot be used for:
x Replacing or supplanting the salary of
current employees of the Court
(employees must be taking on
additional work or be a new employee
to be eligible for funding).
x Program incentives that constitute a
gift or reward.
x Items and activities outside of the cost
categories listed in the Court’s
contract.
The list of unallowable expenses is not
exhaustive. If you are unsure whether
your expense is allowable, please
contact
CLJTherapeuticCourtsApplications@cou
rts.wa.gov for clarification before making
a purchase.
Personnel Costs
Personnel salaries and benefits for staff
while working on therapeutic court duties
or procedures
Court Staff including:
x Coordinator
x Case Manager
x Peer Support
x Prosecution
x Defense
x Probation
x Judicial Officers
o Judges
o Pro Tem Judges
o Commissioners
Personnel Costs
Court Staff including:
x Security Personnel
x Supporting the salary/benefits of any
staff member not related to the
therapeutic court
x Indirect Cost
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Supporting documents must list staff
member name, staff member title, pay
period
x Payroll Ledgers
x Pay Stubs
Please highlight/write amount charged to
AOC funding on supporting documentation
and ensure it matches amount listed on
A19.
Staff Equipment & Technology
x Includes equipment, supplies,
software, and IT maintenance for staff
that support the program.
x Computers
x Cell Phones
x Printers/Fax Machines
x Staff Desk equipment and supplies
o Office Chairs for Staff
o Office Desk for Staff
o Desk Phone
o Keyboard/Mouse
o Monitor(s)
o Headsets
o Computer Webcams
o Desk Organizers/Storage
o Pens/Pencils
o Paper/Notebooks
o Paper Clips/Binders/Stapler
o A/V equipment for courtroom
o Other Office supplies
o Translation Services (program
materials)
x IT Maintenance and Tech Support
x Software Subscriptions
x Supplies for community meetings and
staff retreats
Staff Equipment & Technology
x Furniture
o Couches
o Beds
o Armoire
o Atelier
o Chaise longue
o Chifforobe
o Dresser
o TV Stands
o Bookcases
o Accent Chairs
o Conference Table
x Software
o New subscriptions for case
management software
o OCourt Subscriptions
x Other Technology
o A/V equipment for conference
rooms
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Supporting documents must list name of
vendor, purchase date, amount paid, and
method of payment
x Receipts
x Invoices
Please highlight/write amount charged to
AOC funding on supporting documentation
and ensure it matches amount listed on
A19.
Team Training/Travel
Training for program staff on the use of
Risk-Needs-Responsivity (RNR)
assessments and evidence-based
treatment modalities.
Exceptions to below list can be submitted
for preapproval to
CLJTherapeuticCourtsApplications@court
s.wa.gov
Prioritized Trainings
x WSADCP trainings/conferences
x All Rise trainings/conferences
Other Eligible Training Suggestions upon
approval of contract team
x NADCP trainings/conferences
x Center for Justice Innovation (CJI)
trainings/conferences
Travel expenses related to training
x Meals (per diem rate)
x Air travel – travel insurance/refundable
tickets recommended
x Lodging (per diem rate) – the AOC will
not reimburse until after checkout
x Transportation
o Mileage
o Car rental
o Parking
Team Training/Travel
x Training and travel expenses not pre-
approved by AOC staff
x Staff mileage to/from work site
x Purchase of vehicles
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o Other Transport
Ferries
Taxis
Uber/Lyft
Bus fare
Shuttle fare
Subway/Link/Railway
fare
*Tips cover transportation and must not be
over 15% of purchase total.
Supporting documents must list names
and titles of therapeutic court staff
attending, name of vendor, purchase date,
amount paid, and method of payment
x Receipts (receipts not required for
meals, the AOC reimburses at the
per diem rate)
x Invoices
Please highlight/write amount charged to
AOC funding on supporting documentation
and ensure it matches amount listed on
A19.
Treatment Services
Treatment services not covered by
participants’ insurance or co-insurance,
costs that are deemed unaffordable to the
participants, and compliance monitoring.
Participants are encouraged to apply for
Apple Care.
x Participant Medical Insurance
Deductibles and Spend Downs
x Therapeutic Services not covered by
participant insurance but
recommended by treatment or
therapeutic court staff (i.e. DV
treatment)
x Lab & Toxicology Testing
Treatment Services
x Professional Licensing Fees
x Services that are eligible and
covered via participants medical
insurance (i.e. Ongoing treatment
for a participant with
Medicaid/private insurance in lieu
of local BHA)
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x Treatment Staff/Peer Support
contracted by the court
o Mental Health Services
o Peer Support Services
o SUDP
o Veteran’s Support Services
Supporting documents must list name of
vendor, purchase date, amount paid, and
method of payment
x Receipts
x Invoices
Please highlight/write amount charged to
AOC funding on supporting documentation
and ensure it matches amount listed on
A19.
Recovery Supports
Other services for participants that are not
accessible through other local, state, or
federal programs, services meant to
ensure participants’ success in program.
*Not an exhaustive list
x Participant Transportation
o Bus Passes
o Uber/Lyft Rides
o Car Services
o Other Transit Services
x Food & Beverages - *Participants
o Meals (*Graduation or other
pre-approved event; must
have agenda & sign in sheet,
or other approved
documentation – no more
than $20.00 per person)
o Snacks
o Water
o Non-alcoholic Beverages
(*no mocktails allowed)
x Food & Beverages *Staff
Recovery Supports
x Gas cards
x Gift Cards
x Gifts
x Logoed apparel
x Driver Educational Courses
x License reinstatement fees (i.e.
Tickets, fines, etc.)
x Advertising on radio stations,
newspapers, billboards, etc.
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o Meals (*Must follow your
agency policy on meal
purchases for meetings.
Agenda and sign in sheet
required.)
o Non-alcoholic Beverages
(*no mocktails allowed)
x Cell Phones through a checkout
program
x Cell Minutes
x Hygiene Products
x Recovery Housing- when all other
supports have been exhausted
x Education
o Parenting Classes
o Financial Literacy
x Graduation supplies
x Driver’s license/ID replacement fee
Supporting documents must list name of
vendor, purchase date, amount paid, and
method of payment
x Receipts
x Invoices
Please highlight/write amount charged to
AOC funding on supporting documentation
and ensure it matches amount listed on
A19.
Other Direct Costs
Miscellaneous expenses directly related to
program delivery or participant recovery
supports. Requires pre-approval. Submit
toCLJTherapeuticCourtsApplications@cou
rts.wa.gov
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